Privacy Policy

Privacy Policy

Last updated: 14 November 2025

Your privacy matters not as a slogan, but as a responsibility. At Roomismo.com, we treat your personal data with seriousness, transparency, and respect. We comply fully with the EU General Data Protection Regulation (GDPR), and Greek Law 4624/2019. This policy explains how we collect, use, store, and protect your information when you browse our website or use our platform.

1. Who We Are

Roomismo.com is an online software platform providing communication, automation, and operational tools for hospitality businesses, including hotels, villas, serviced apartments, and short-term rentals.

Contact email for all privacy matters:

📧 info@roomismo.com

Roomismo.com acts as the Data Controller for the personal data we collect directly from you.

Roomismo.com

We operate in Greece and United Kingdom

2. What Data We Collect

We only collect what is necessary — nothing more. This follows the GDPR's principles of data minimisation and purpose limitation (Articles 5 and 6).

2.1 Data you provide directly

• Full name
• Email address and contact details
• Billing information (company name, tax ID, address)
• Content you enter into Roomismo (e.g., message templates, guest communication data, settings)
• Support inquiries and communication with our team

2.2 Data collected automatically

As recommended by the European Data Protection Board (EDPB) guidelines on online identifiers:

• IP address
• Browser and device details
• Date, time and duration of access
• Cookies (necessary + analytics)
• System performance and usage logs

2.3 Data you upload about your own guests

If you use Roomismo to store or manage guest information (e.g., names, emails, arrival/departure information):

• You act as the Data Controller
• Roomismo acts as your Data Processor, strictly following Article 28 of the GDPR

We process that data only according to your instructions and never for our own purposes.

3. Why We Process Your Data – Purpose of Processing

We process your data only for the purposes described below, in line with Articles 6 and 9 GDPR:

• To provide access to the Roomismo platform
• To manage your user account and billing
• To offer customer support and resolve technical issues
• To ensure security and prevent misuse
• To comply with legal and tax obligations
• To improve platform performance and user experience

We do not use your data for any purpose unrelated to or undisclosed to you.

4. Legal Basis for Processing

Our processing relies on the following grounds:

• Contract performance (Article 6(1)(b)) to operate your account and deliver the service
• Legal obligation (Article 6(1)(c)) invoicing, tax compliance, regulatory requirements
• Legitimate interest (Article 6(1)(f)) platform security, optimisation, fraud prevention
• Consent (Article 6(1)(a)) for marketing communications - We do not send marketing emails unless you opt in.

5. Who We Share Data With

We follow EDPB transparency rules and share data only with:

• Secure cloud hosting providers located in the EU or the UK
• Email delivery and support platform providers
• Accountants and tax professionals (for legally required processing)
• Legal advisors where required
• Technical partners who assist with maintenance or system security

Every partner we cooperate with is bound by a Data Processing Agreement (DPA) and meets GDPR requirements. We never sell or trade personal data - ever.

6. International Data Transfers

If data needs to be transferred outside the EU or UK, we ensure compliance by using:

• EU Standard Contractual Clauses (SCCs)
• Adequacy decisions from the European Commission or the UK ICO
• Transfer Impact Assessments (where required under EDPB guidelines)

We never transfer data without a lawful basis and appropriate safeguards.

7. Cookies & Analytics

We use cookies sparingly and responsibly, according to the guidance of the Hellenic Data Protection Authority (HDPA) and the Information Commissioner's Office (ICO) in the UK.

Cookies we use:

• Strictly Necessary Cookies essential for the website to function
• Analytics Cookies anonymised insights about performance and usage
• Preference Cookies save basic user settings

You can manage cookie preferences via your browser or our cookie banner.

8. Data Retention

We keep your data only for as long as required for each purpose:

• Account details until you delete your account
• Billing and tax records 10 years (as required by Greek tax law)
• Customer support communication for as long as needed for service continuity
• Security logs kept for a short duration (days to weeks) to identify threats

Afterwards, we either delete the data or anonymise it completely.

9. Your Rights Under GDPR & UK GDPR

Based on Articles 12–23 of the GDPR, you have the right to:

• Access your data
• Correct inaccurate data
• Request deletion ("right to be forgotten")
• Restrict processing
• Receive your data in a portable format
• Object to processing
• Withdraw consent at any time

If you have concerns, you can also contact:

Greece: Hellenic Data Protection Authority (HDPA)

United Kingdom: Information Commissioner's Office (ICO)

10. Data Security

We apply robust security measures recommended by GDPR Articles 25 and 32, including:

• SSL/TLS encryption for all data transfers
• Encryption of stored data where required
• Role-based access control
• Firewalls and intrusion detection
• Regular backups stored securely
• Frequent security monitoring

11. Changes to This Privacy Policy

We may update this policy when our services change, legal requirements change, or industry standards evolve. The updated version will always be available on this page.

12. Contact Us

For any questions or requests regarding your personal data:

📧 info@roomismo.com

🌐 https://roomismo.com/en/contact-us